COO Executive Assistant

GENERAL OVERVIEW OF KEY ROLES & RESPONSIBILITIES: 

1. This position will perform a full range of administrative and office management responsibilities as they relate to administrative services and as assigned by the Chief Operating Officer (COO). 

ESSENTIAL & CORE FUNCTIONS: 

1. Assist the COO with the daily operations.

2. Directs and coordinates administrative services, which may include clerical and support services such as printing, messenger services, telecommunications and purchasing.

3. Prepare & submit agency bills for payment.

4. Oversees and performs clerical and administrative support tasks, prepare monthly schedules for facilities staff.

5. Prepare & submit department monthly reports.

6. Order and maintain necessary agency office supplies.

7. Prepares and updates weekly and monthly calendar for the COO or designee. 

8. Maintains files, including filing and retrieval of hard copy and computer files.. 

9. Prepares and disseminates agenda information to appropriate members prior to scheduled meetings. 

10. Maintains confidentiality and file safety. 

11. Participates in-service training, attends unit, staff and other meetings as required, and takes minutes at meetings. 

12. Answer agency main phone lines when needed.

ADDITIONAL RESPONSIBILITIES: 

Performs other duties and special projects as assigned. 

PREREQUISITES & QUALIFICATIONS FOR THE POSITION: 

1. Bachelor’s degree with 2 to 3 years of office management experience. 

Or 

1. High school diploma with 4 to 5 years of administrative or office management experience. 

1. Proficient in computer skills such as Microsoft office software applications. 

1. Excellent organizational, management and communication skills. 

COMPETENCIES & PERSONAL CHARACTERISTICS 

1. Ability to use specialized equipment including computers and associated software. 

1. Demonstrates ability to work in a team environment. 

1. Demonstrates ability/ willingness to learn new skills that will contribute to maintaining departmental and agency standards of excellence. 

1. Ability to delegate responsibility to clerical or support staff. 

ORGANIZATIONAL ACCOUNTABILITY & RELATIONSHIPS: 

1. The individual is to be supervised by the Chief Operating Officer.

2. The individual must report to the office 5 days per week.

3. The individual may be ask to work sometimes after hours and on weekends usually for an activity or event.

PHYSICAL DEMANDS: 

The physical demands described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is occasionally required to stand; walk; sit; use hands to finger, handle, or feel objects, tools or controls; reach with hands and arms; climb stairs; balance; stoop, kneel, crouch or crawl; talk or hear; taste or smell.

Specific vision abilities required by the job include close vision, distance vision, color vision, peripheral vision, depth perception, and the ability to adjust focus. 

WORK ENVIRONMENT: 

The work environment characteristics described here are representative of those that must be met by an employee to successfully perform the essential functions of this job. Reasonable accommodations may be made to enable individuals with disabilities to perform the essential functions. 

While performing the duties of this job, the employee is exposed to weather conditions prevalent at the time. The noise level in the work environment is usually moderate. 

GENERAL SIGN OFF:

The employee is expected to adhere to all agency policies and to act as a role model in the adherence to agency policies.

I have read and understand this explanation and job description.

Signature: _____________________________________________ Date: ______________ 

Human Resources/Management Signature: _______________________ Date: _______________ 

Benefits

• Health Care Plan (Medical, Dental & Vision)
• Retirement Plan (401k, IRA)
• Life Insurance (Basic, Voluntary & AD&D)
• Paid Time Off (Vacation, Sick & Public Holidays)
• Family Leave (Maternity, Paternity)
• Short Term & Long Term Disability